E-DOCUMENTATION_IMR505_UNIKL ARCHIVE

FACULTY OF INFORMATION MANAGEMENT (HONS) RECORDS MANAGEMENT
(IM246)

PLANNING AND DESIGN RECORDS AND ARCHIVAL REPOSITORIES (IMR505)

E-DOCUMENTATION: UNIKL ARCHIVE

PREPARED BY: 2022771963
2022793959
FATIN FARHANA BINTI MOHD ARIS 2022978155
MUHAMMAD IZRUL AMIN BIN ROSLI 2022792241
NUR ADILA BINTI AHAMAD FADZIL 2022764353
2022901183
NUR AMIRAH BINTI ZAMRIN
SITI NAJIHA BINTI NAZARI
SITI NUR FATIN BINTI ZULKIFLI

PREPARED FOR:
DR. EZZA RAFEDZIAWATI BINTI KAMAL RAFEDZI

SUBMISSION DATE:
31 JULY 2022

GROUP ASSIGNMENT

PREPARED BY: 2022771963
2022793959
FATIN FARHANA BINTI MOHD ARIS 2022978155
MUHAMMAD IZRUL AMIN BIN ROSLI 2022792241
NUR ADILA BINTI AHAMAD FADZIL 2022764353
2022901183
NUR AMIRAH BINTI ZAMRIN
SITI NAJIHA BINTI NAZARI
SITI NUR FATIN BINTI ZULKIFLI

FACULTY OF INFORMATION MANAGEMENT
UNIVERSITI TEKNOLOGI MARA
PUNCAK PERDANA, SELANGOR

I

ACKNOWLEDGEMENT
Praise be to Allah the Almighty and Prophet Muhammad for making this assignment a
reality. We had finished the assignment that had been given by my lecturer DR. EZZA
RAFEDZIAWATI BINTI KAMAL RAFEDZI to us on time. This assignment had been done
with all effort by us even though we faced some challenges and hurdles along the way, we
were still able to complete this report through hard work and perseverance.
Last but not least, we would like to thank our classmates for being supportive and
encouraging throughout making this assignment. Again, we would like to expand our deepest
gratitude to all who have been directly and indirectly helped and guided us in finishing this
assignment.

THANK YOU

II

CONTENT PAGE

TITLE PAGE i
ACKNOWLEDGEMENT ii
TABLE OF CONTENT iii

CHAPTER 1: INTRODUCTION 1
1.1 The history of University Kuala Lumpur (UniKL) 1
1.2 University Kuala Lumpur Location and Address 2
1.3 University Kuala Lumpur Logo 2
1.4 Organization Chart of University Kuala Lumpur

CHAPTER 2: THE UNIVERSITY KUALA LUMPUR ARCHIVE 4
2.1 Introduction of University Kuala Lumpur Archive 4
2.2 University Kuala Lumpur Archive logo 5
2.3 The location of University Kuala Lumpur Archive 7
2.4 The building of University Kuala Lumpur Archive 7
2.5 The services and opening hours of University Kuala Lumpur Archive 10
2.6 The collection in University Kuala Lumpur Archive 11
2.7 The rules and regulation in University Kuala Lumpur Archive

CHAPTER 3: THE BUILDING 12
3.1 Full sketch up 13
3.2 University Kuala Lumpur Archive Sketch Up (new building) 15
3.3 2D Full Floor Plan 16
3.4 3D Full Floor Plan 17
3.5 2D & 3D Floor Plan for Public and Staff Area 19
3.5.1 3D Image with labelling for Public and Staff Area 22
3.6 2D & 3D Floor Plan for Processing Area 24
3.6.1 3D Image with labelling for Processing Area 27
3.7 2D & 3D Floor Plan for Storage Area 30
3.7.1 3D Image with labelling for Storage Area

CONCLUSION 33

III

CHAPTER 1: INTRODUCTION
1.1 The History of University Kuala Lumpur
University Kuala Lumpur (UniKL), Malaysia's premier engineering technology
college, aims to raise the status of technical education in the country. In 1998,
University of Kuala Lumpur, Malaysia and Britain formed a brilliant partnership that
resulted in the establishment of the British Malaysian Institute (UniKL BMI). Malaysia,
as represented by MARA, provides the infrastructure and labor, while famous
corporations such as BAE SYSTEMS, BritishAirways, Standard Chartered Bank (M)
Sdn. Bhd., Rolls Royce and various Englisheducational institutions give support and
knowledge. UniKL is managed by Universiti Teknikal MARA Sdn. Bhd., a subsidiary of
Majlis Amanah Rakyat (MARA) or Council of Trust for the People. MARA is a
government agency under the Ministry of Rural & Regional Development.
A world-class engineering and technical education center have surely been
created asa result of Malaysians' eagerness to learn and the British people's willingness
to impart their vast knowledge and expertise. University Kuala Lumpur (UniKL) is a
technology university with various campuses, with its main campus in Kuala Lumpur,
Malaysia. The Ministry of Higher Education Malaysia rated the university as a Tier-5
"Excellent University" in 2009, 2011, 2013,and presented it with the Putra Brand Award.
UniKL has 14 institutes spread across 12 campuses throughout Malaysia.

1.2 University Kuala Lumpur Location and Address

Figure 1.1: Location of UniKL

The figure above shows the location of University Kuala Lumpur (UniKL) via Google earth. The University
1

Kuala Lumpur (UniKL) has a strategic location which is located at the center of Kuala Lumpur city and
connected with the main road. The address is 1016, Jln Sultan Ismail, Bandar Wawasan, 50250 Kuala
Lumpur, Wilayah Persekutuan Kuala Lumpur.

1.3 University Kuala Lumpur Logo

Figure 1.2: Logo of UniKL
1.4 Organizational Chart of University Kuala Lumpur

Figure 1.3: Organizational Chart of UNiKL

2

1.4.1 Vision
To be the leading entrepreneurial technical university.
1.4.2 Mission
To produce enterprising global technopreneurs.
1.4.3 Shared Value
Commitment, Integrity, Teamwork, Innovativeness, Excellence

3

CHAPTER 2: THE UNIVERSITY KUALA LUMPUR ARCHIVE

2.1 Introduction to University Kuala Lumpur Archive

Discover centuries of University Kuala Lumpur Archive (UNIKL) discoveries,
goals, and spirit on campus and around the world at the UNIKL collection of university
and personal records. The UNIKL Archive is a repository specifically designed to house
the records of the UniversityKuala Lumpur Archive (UNIKL) Kuala Lumpur Branch. The
UNIKL Archive seeks to ensure the long-term preservation of significant historical
records and other materials that reflect the University's origin and progress, as well as
the efforts and achievements of its leaders, employees, faculty, students, alumni, and
contributors. The UNIKL Archive is the permanent home for historically significant
materials. We chose the name University Kuala Lumpur Archive (UNIKL) since it is
straightforward and transparent which immediately informs visitorsthat it was made for
University Kuala Lumpur Archive (UNIKL). The UNIKL Archive include records in
various formats, from paper to digital and span institutional and private archives.

2.2 University Kuala Lumpur Archive Logo

Figure 2.1: Logo of UNiKL Archive

a) A university logo in our archive logo reflects the values, philosophy, and unique
principles of the institution.

b) The open book, indicating that knowledge is freely shared with all.
c) Save file icon, represents that our archive preserves records or historical materials

such as documents.
d) Blue on our logo symbolizes or conveys our sense of trust, loyalty, cleanliness, and

efficiency.
4

e) Yellow color usually brings about positive feelings.
f) Our motto is Perfect, Proficient and Efficient.

2.3 The location of University Kuala Lumpur Archive

2.3.1 Should be
Based on our observations, the University Kuala Lumpur archive is a really

strategic site. In fact, the site of the new building was located within a short response
time of emergency services. For example, a police station. The nearest police station is
Balai Polis Seksyen 11. It is just 600 m away from that site. Other than that, the new
building is also located on a stand- alone building. The building there is also completely
protected from dangers posed by neighboring spaces and buildings. Last but not least,
the new building is absolutely accessible by main roads and by public transportation.
The particular reason for the circumstance is the building was located opposite of the
main road.

2.3.2 Should not be
Meanwhile, based on the point of should not be, we are confident that the new

building was not at risk from earthquakes, tsunamis or landslides. In addition, we also
figure out that our location is free from any risk from fire, explosions or impacts that are
form/ related to the nearby building.To prove this, our location is not to close with another
building where the risk can be high. Also,the location is far from any flammable materials.
Moreover, a point near an industrial or agricultural facility can be denied by our UniKl
archive. This is because industrial or agriculturalfacilities are far from our location. It is
about 50km from our location which can be considered as safe. Lastly, it’s not liable to
subsidence or flooding because the nearest river, the Klang River, was located 18.8 km
away from that site of the new building.

5

Figure 2.2: Google earth (2x zoom)
Figure 2.3: Google maps (2x zoom)

6

2.4 The building of University Kuala Lumpur Archive

Figure 2.4: Location of UniKL Archive
We had decided to choose new building for the University Kuala Lumpur Archive. The
reasons why choose the new building are:
a) It is more practical as we can develop and design a new archive facility on this site to
make it more functional and provide more amenities.
b) Environment around the site of the new building is safe and appropriate.
c) It is located within a fast response time of emergency services.
d) Accessible by important roads and public transportation, the new site provides a safe
and suitable environment.
2.4.1 Address
The new building of University Kuala Lumpur Archive was located at Jalan
Persidangan,Seksyen 14, 40000 Shah Alam, Selangor.
2.5 The services and opening hours of University Kuala Lumpur Archive
2.5.1 The services

2.5.1.1 UniKl Archival Material Collection Reference
In UniKl Archive, our main service is UniKl Archival Material Collection Reference.

7

Here, users are enabled to have references on 3 types of material collections.
Below isthe explanation on each archival material collection:

a. Publication Material Reference
Users can have reference on UniKl published materials such as all UniKl
records, personal records such as collections of records that have UniKl value,
history value, administrative value, fiscal value and legal value. Not only that,
we also provide an annual report book, bulletin, convocation and many more.

b. Reference of Administrative file, student and staff of UniKl.

These services focus on administrative files that become important for any
department which consist of financial meeting files, development files, UniKl
infrastructure files and others. For references on students and staff files, they
are enabled to have references on it where the files contain important
documents such as office letter, admittance forms, letter of appointment, leave
records and many more.

c. Reference of pictures collections and audio-visual materials.
Use can have reference on picture collection, audio visual materials that are
related to the UniKl programme and activity.

2.5.1.2 Loans of Archival Materials
For these services, we enable users to have loans on our archival materials.
Here, they can have loans on students & staff personal files and loans of
publication materials. For loan on students & staff personal files, it only has
access for staff and file creators. While, loans of publication are allowed only to
UniKl students and staff only.

2.5.1.3 Library
In UniKl Archive, we have library services that become a store-house of

knowledge that willdefinitely benefit each of our patrons. Our patrons include the
public, students and staff of UniKl, researchers, external readers, and UniKL
archive staff. Moreover, the collection that we provide is in the library core
collection such as books, reference books, periodicals and serials. Our library

8

core collection focuses and serves on books that are related to UniKL
programmes such as Business Management, Precision Engineering and many
more. Not to forget, the UniKl extensive collection of serials and current
periodicals.

Next, we also have non-book materials such as archival material, report
literature, thesis and dissertation, films, video cassettes, newspaper and
manuscripts. To align with the advancement of technology, our library in UniKl
Archive also has electronic resources. Our patrons can enjoy our E-Books, E-
Journal, Library Guide and many more. Not only that, we will also provide
excellent services by our library staff such as live chat with librarians, research
consultation, research guide and many more.

2.5.1.4 UniKl Archive Advice and Consultation Services

In these services, we will give clear and best advice for our users. Our main
topic isusually on file classification and record & files management. For users who
want to get advice on file classification, our expert will help them in
development and update on file classification. Along with guides on how to
organize it perfectly. Not to forget, we will give advice on creating, controlling,
closing and disposal of files in records and files management.

Next, we also have advice on archival material collections which help users in
control of receipt, loan and reference of archival materials. Last but not least,
advice on security instructions where it will give advice on official security
documents which consists ofdocument protection and archival materials.

2.5.1.5 Online Finding Archive (OFA)

Online Service for Reference and Research of any archival materials and
university history. In this service, we provide the latest collection of Archival
Material that are currently availablein the Online Finding Archive (OFA) such as
documents, audio, publications and others. Users can discover our e-Resources
which is OFA.

2.5.1.6 Outreach Programme

In UniKl Archive, we have an outreach programme. Our objectives in doing
these services are to promote the UniKl Archive to the society, promote the
UniKl university, increase the university ranking, highlight the existence of the

9

UniKl archive and to have a better engagement with society. The Outreach
programme that our archive does is the UniKl archive exhibition which brings a
lot of advantages.

2.5.2 Opening hours Time
Day 10.00 a.m. - 1.00 p.m.
3.00 p.m. - 6.00 p.m.
Monday - 10.00 a.m. - 12.00 p.m.
Thursday 3.00 p.m. - 6.00 p.m.
10.00 a.m. - 12.30 p.m.
Friday
Close
Saturday &
Sunday

Public holiday

2.6 The collection in University Kuala Lumpur Archive

a) Paper based collection
This area of paper-based storage holds the printed collection of the University of Kuala Lumpur
Archive, which consists of annual reports, meeting minutes, and financial reports. It is
preferable to store paper-based materials that occasionally require researchers to have quick
access (within an hour) or that require handling in closed stacks at a slightly warmer climate
of 60 degrees Fahrenheit.

b) Digital collection
The electronic records from UNiKL Archive were maintained there in electronic format. Digital
resources from our archives, such as microfilm, online sources, and electronic articles, are
available.

c) Special collection

Special materials such as maps, audio-visual, photographic black and white and color. The
record is related to UNiKL that needs special conditions of humidity and different levels of
temperature. They are stored in different types of storage based on their categories.

10

2.7 The rules and regulation University Kuala Lumpur Archive
There are a few rules which has been set by UniKL. There are:

a) Users will be required to supply identification information.
b) All applications that need to access to the archives must be made on the formsprovided and

be signed by the applicant.
c) Appointments that need a consult with archive material should be arranged inadvance.
d) Users are in charge of all things that are given to them. The utmost care must be taken when

handling papers and other materials, and they must be stored in the right order.
e) At the Archivist's discretion, a limited number of papers and digital images may be made

available to registered users.
f) In the Archives Reading Room, users are not permitted to consume food, beveragesor to smoke.
g) Mobile phones must be switched off or in silent mode while in the archives ReadingRoom.

11

CHAPTER 3: THE BUILDING
3.1 Full sketch up

Figure 3.1: Full Sketch Up 1

Figure 3.2: Full Sketch Up 2

12

3.2 University Kuala Lumpur Archive Sketch Up (New Building)
Figure 3.4: Front View
Figure 3.5: Back View
13

Figure 3.6: Right View
Figure 3.7: Left View

14

3.3 2D Full Floor Plan

Figure 3.8: 2D Full Floor Plan without Labeling

Figure 3.9: 2D Full Floor Plan with Labeling
15

3.4 3D Full Floor Plan
Figure 3.10: 3D Full Floor Plan
16

3.5 2D & 3D Floor Plan for Public and Staff Area

Figure 3.11: Staff area with 2D floor plan

Figure 3.12: Staff area with 3D plan
17

Figure 3.13: Public area with 2D plan

Figure 3.14: Public area with 3D plan
18

Function of Public and Staff area.
Public area is the open area that can be accessed and used by the public and

staff of archival repositories. Only public areas that visitors are allowed to enter without
any access during the office hour period that has been provided by management of
archives. The area must be comfortable to be used by visitors. The main
purpose of public areas is to serve as places that provide information and
increase knowledge to the public. However, staff areas are restricted areas of
business premises. Only people who have smartaccess can enter the area. In addition,
there are surveillance cameras for security purposes in both areas.
3.5.1 3D Image with Labeling

Figure 3.15: Clerk station at Staff Area

19

Figure 3.16: Meeting room for staff

Figure 3.17: Library at public area
20

Figure 3.18: Seminar Hall at Public Area
21

3.6 2D & 3D Floor Plan for Processing Area
Figure 3.19: Processing area with 2D floor plan
22

Figure 3.20: Processing area with 3D floor plan
23

Function of Processing Area
There is a ground-level loading dock in this area that will manage the regular

arrival of commodities in huge lorries and serve as the exit gateway for things to be
transported to othersites. The dock is supposed to be a gated area with enough room
inside and the gate will fit adelivery van at the dock. The records that have arrived are
used to determine whether they should be preserved or not. It serves as very
temporary storage for incoming materials while decisions and accessions records were
made.
3.6.1 3D Image with Labeling

Figure 3.21: Triage room

24

Figure 3.22: Dirty room
25

Figure 3.23: Receiving room

Figure 3.24: Work room
26

3.7 2D & 3D Floor Plan for Storage Area

Figure 3.25: Paper Based 1, Paper Based 2 and Strong Room (2D Floor Plan)

Figure 3.26: Paper Based 1, Paper Based 2 and Strong Room 3D Floor Plan
27

Figure 3.27: Magnetic tape storage 2D Floor Plan

Figure 3.28: Photographic storage 2D Floor Plan
28

Figure 3.29: Magnetic tape storage 3D Floor Plan

Figure 3.30: Photographic storage 3D Floor Plan
29

Function of Storage Area
There are four storage units in the UniKl archive which are paper based 1, paper based
2, magnetic tape storage, photographic storage and one strong room. The function of
paper- based storage is to preserve paper-based archival content, store it, and provide
the proper level of protection for records with a paper-based format and volume. There
is more space provided by this type of storage than any other room in the storage area.
The types of materials in paper-based storage are manuscripts, books, journals,
documents, and other items made of paper. Next, magnetic tape storage is used to
record digital information and store it. Magnetic storage provides a low- cost with high-
density storage medium for low-access or slow-access data. In addition, photographic
storage keeps photography materials that have complex physical and chemical
structures. Last but not least, there is a strong room between paper based 1 and 2.
Strong room serves to both store documents as effectively as possible while also
making it simple for users to access them.

3.7.1 3D Image with Labeling

Figure 3.31: Paper Based Storage

30

Figure 3.32: Strong Room

Figure 3.33: Magnetic tape storage
31

Figure 3.34: Photographic storage
32

CONCLUSION

The University Kuala Lumpur (Unmilk) archive is one potential historical repository that
preserves information regarding the UniKL archive from its earliest times to the present. It
provides a ton of information that is provided to the public and runs the exhibition with an
explanation to round it out. The design was inspired by our team's suggestion to improve the
surroundings and our archival repository of UniKL records. Buildings are the major energy
users over the course of their lifespan, so it is essential to incorporate all issues which affect
efficiency if you want to improve the building'senvironmental performance. We therefore wish
to make this collection of archival records oneof the places that can draw more people and
their main destinations to come and gain the knowledge that satisfies their needs.
Additionally, we want to preserve any valuable documents and manuscripts. Due to a few
reasons, we maintain our entire collection of documents and goods in a safe and secure
manner. There is long term memory, accessing the experience of others, instruments of
power, sources and communicating. Also, we want to make sure everything is under control
and our professionalresponsibility is being responsible for arranging, describing, preserving
and providing any access to records. In other words, we also want to provide a comfortable
space for the public to fully utilize our facilities that have been provided by us. The public can
only use the facilities provided in the public area, which is a comfortable environment to
conduct their study, while only authorized employees are permitted access to all other areas
in the UniKL archive. This is to guarantee that UniKL archives can provide the needs up to
and to the extent of 75% to 80% in order to maintain and secure the data pertaining to the
academic information. In every archival repository, the creation takes place primarily in the
storage sections. Finally, the UniKL archive is designed specifically to serve as an archive for
records and papers pertaining to the institution itself. UniKL is also under a strong obligation
to concentrate on good record-keeping for an active, knowledgeable, developed, and
accessible public.

33